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Financial Services Manual (FIN)

FIN 511: Receipts and
Itemization

Purpose

To provide a list of documents required for reimbursement of
travel expenses

Source

Financial Services

Policy

A traveler must submit the required documents when requesting
reimbursement for travel expenses.

Original receipts are required before reimbursement is made. Receipts must be taped or stapled to 8 1/2-by-11-inch paper.
Any justification for an expense must be noted beside the receipt.
Multiple pages must be stapled in the upper left-hand corner. The
department should keep copies of all receipts for future
reference.

A traveler who wishes to use a canceled check as a receipt for
expenses, other than lodging, must supply a photocopy of the canceled
check that shows both the front and back. A photocopy that shows
only the front of the canceled check is unacceptable as a
receipt.

The documents and/or receipts required for reimbursement of transportation, or other expenses, are listed below.

Documents Required for Reimbursement of
Transportation Expenses

Transportation Expenses

Documents Required for Reimbursement

Airline fare/Airfare

Itinerary or passenger coupon/receipt
issued by the airline or travel agency showing passenger name,
flights, flight dates, and out-of-pocket amounts paid by the
traveler for the airfare. ASU does not reimburse for the use of
personal frequent-flyer miles, or other airline compensation vouchers, that
cover or reduce the amount paid by the traveler.

Bus fare

Original receipt

Chartered aircraft

Invoice from airplane
company

Local transportation (shuttles, taxis, public transportation, or car services)

Transportation between home or work place, airport terminals, lodging, and the meeting site (travel destination), is reimbursable without receipts if the total expense per ride is $50 or less.

Parking (airport parking and mileage expense)

For privately owned cars/vehicles, is permitted if the cost is less than taxi fare to and from the airport from home or work place, whichever is applicable, and reimbursable without a receipt if $50 or less.

Privately owned aircraft

Only those individuals approved and
authorized, prior to travel, by ASU Insurance Services may claim
privately owned or rented aircraft reimbursement. Contact Insurance
Services for specifics.

Rented car/vehicle

Original receipt. Before renting the vehicle, the traveler renting the vehicle must attend defensive driver training. The defensive driver training is valid for a specified number of years. See EHS 119, “Motor Fleet Safety,” for additional information.

Train fare

Original receipt

Valet parking

Reimbursable under certain
circumstances with justification and original receipt. Valet tip
should not exceed $2.